Sample Forms

The following are sample forms that can be modified to a particular law enforcement agency’s need for agencies using a manual tracking system.

PROPERTY/EVIDENCE ROOM ACCESS LOG: This form is used to document the details of anyone accessing the restricted areas of the property and evidence room.

CURRENCY COUNT: This form documents currency by denomination and total. It also documents if the currency is suspected to be counterfeit or consists of buy funds.

PROPERTY/EVIDENCE REPORT: This form is used to describe the property and evidence taken into custody by the law enforcement agency. Some agencies use one form to describe the property/evidence and to document the chain of custody and property disposition details.

CHAIN OF CUSTODY REPORT: This form is used to track the movement of property/evidence from the time it is seized until its final disposition. Some agencies include this information on the property/evidence report.

PROPERTY RECEIPT, NOTICE OF SEIZURE AND INTENT TO FORFEIT PROPERTY CONTROLLED SUBSTANCE CRIME, and NOTICE OF SEIZURE OF MOTOR VEHICLE USED IN DRIVEBY SHOOTING: These forms were created by the Minnesota County Attorneys Association to comply with Minnesota forfeiture law requirements.1 The Property Receipt is given to the person from whom the property was obtained. In administrative controlled substance forfeitures, a Notice of Seizure must be provided to any person who may claim an ownership interest in the seized property.2 For drive-by shooting motor vehicle forfeitures, the Notice of Seizure must be served on the registered owner of the vehicle.3 The officer serving the Notice of Seizure must also complete a Certificate of Service (on the Notice of Seizure form). The Notice of Seizure explains that forfeiture of the property is automatic unless proper challenges or review requests are filed. If the Notice of Seizure is not served within the required time, the property must be returned.4 (These forms cannot be modified.)

FORFEITURE TRACKING: This form may be used to track property subject to forfeiture under Minn. Stat. §§ 609.531 - 609.5318 (2010).

AUTHORIZATION FOR DISPOSITION OF PROPERTY: This form documents the authorization by the investigating officer or the prosecutor for the final disposition of property/evidence.

1 See Minn. Stat. §§ 609.531, subd. 4 (b); 609.5314, subd. 2; and 609.5318, subd. 2 (2010). 2 See Minn. Stat. § 609.5314, subd. 2 (a) and (b) (2010).3 See Minn. Stat. § 609.5318, subd. 2 (2010).4 See, e.g., Minn. Stat. § 609.5314, subd. 2 (c) (2010).

PROPERTY RELEASE TO OWNER: This form documents the release of property to the owner. For recovered stolen property, it may also be used to document compliance with Minn. Stat. § 609.523 (2010).

SAMPLE PROPERTY/EVIDENCE ROOM ACCESS LOG

It is the policy of this agency to limit access to the property and evidence room storage areas to authorized personnel. The entry by any person entering the property and evidence room must be documented on this log, including the reason for the entry.

DATEIN

TIMEIN

NAME/I.D. #

SIGNATURE DATEOUT

TIMEOUT

REASON FOR ENTRY/CASE NUMBER

ACCOMPANIED BY (PROPERTY ROOM

PERSONNEL)

am pm am pm

am pm am pm

am pm am pm

am pm am pm

am pm am pm

am pm am pm

am pm am pm

Log Reviewed by: __________________ Date: ____________________

SAMPLE CURRENCY COUNT

Evidence Found Property Safekeeping Forfeiture Other

Case Number: ________________________

Item Number: ________________________

Name: ____________________________________________________________________ Last First M

Contains Suspected Counterfeit Currency Contains Buy Funds of $_______

CURRENCY

Total Amount:

Counted & Sealed by: __________________________ Badge/I.D #: ____________________

Verified/Witnessed by: _________________________ Badge/I.D #: ____________________

Date: __________________ Time: _________________________

X $100.00 = $ X $50.00 = $

X $20.00 = $

X $10.00 = $ X $5.00 = $

X $1.00 = $

X Other = $

Subtotal = $

COIN

X $1.00 = $ X .50 = $

X .25 = $

X .10 = $ X .05 = $

X .01 = $

X Other = $

Subtotal = $

SAMPLE PROPERTY/EVIDENCE REPORT

Case Number: ______________

Evidence Forfeiture *Found Property *Safekeeping Other

*Property will be released to owner after obtaining proof of ownership.

Property/Evidence obtained by: ________________________________________________________ (Investigating/booking officer’s name)

Badge/I.D #: ___________________ Date property/evidence obtained: ________________

Owner Victim Suspect Finder

Name: _________________________________________ Telephone #: _____________________

Address: _______________________________________ City: ___________________________

State: ______ Zip: _____________

Date of the offense: _______________ Type of incident/offense: _______________________

Bio-Hazard Present: Yes No

Item # Qty. Property Description(brand, make, model, serial number, color, etc.)

Storage Location/Locker #/Bin #

Received by: _____________________________ Time: _____________ Date: ___________ (Property/evidence room personnel)

SAMPLE CHAIN OF CUSTODY REPORT

Case Number: _________________________

Item Number Description of Property (one item only):

DateOut

TimeOut

Released byName/I.D. #

Property Received by Name/I.D. #

Property Received Signature

Destination (court,

prosecutor, lab, etc.)

Returned byName/I.D. #

Date Returned

Time Returned

Property Room Personnel Signature

am pm am pm

am pm am pm

am pm am pm

am pm am pm

SAMPLE FORFEITURE TRACKINGForfeitures Under Minn. Stat. §§ 609.531-609.5318

Case #:  Item #:  Seized by:  

(Officer's name)Date Statutory Citation

  Property seized  Receipt (check one): 609.531, subd. 4(b)

____ provided to person in possession of property____ left where property found (if no person)

  Property received by evidence room

ADMINISTRATIVE FORFEITURES  Notice of Seizure and Intent to Forfeit served 609.5314, subd. 2

(within 60 days of seizure or return property other than contraband unless extension)  County Attorney provided with: 609.5315, subd. 2

(if controlled substances or drive-by shooting)____ Receipt____ Notice of Seizure and Intent to Forfeit____ Statement of probable cause____ Description of property (and estimated value)

  County Attorney certified disposition of property 609.5315, subd. 2~ OR ~

  Demand for judicial determination filed 609.5314, subd. 3(within 60 days of Notice served)

JUDICIAL FORFEITURES  Forfeiture action initiated by County Attorney 609.5313

(within 60 days of seizure or return property other than contraband unless extension)  Court order for disposition of property

ALL FORFEITURESOwner seeks possession before determination of forfeiture action:  Security given or bond posted 609.531, subd. 5a(a)

(does not apply to contraband or property held for investigatory purposes)  Motor vehicle title surrendered (return vehicle within 24 hours) 609.531, subd. 5a(b)

____ Department of Public Safety notified 609.531, subd. 5a(b)____ Secured party on title certificate notified 609.531, subd. 5a(b)

  Surrendered title returned to motor vehicle owner 609.531, subd. 5a(b)____ Department of Public Safety notified 609.531, subd. 5a(b)____ Secured party on title certificate notified 609.531, subd. 5a(b)

  County Attorney remits/mitigates forfeiture 609.531, subd. 7

Disposition:  Date property was: ____ Destroyed 609.5315

____ Returned to owner ____ Sold____ Retained for agency use ____ Forwarded to other agency____ Currency deposited/distributed ____ Other (Describe _______________)

  Reported to State Auditor 609.5315, subd. 6

SAMPLE AUTHORIZATION FOR DISPOSITION OF PROPERTY

Case Number: ____________________________________________________

Item Number: ____________________________________________________

Description: _____________________________________________________

Method of Disposition (check one box)

Destroy

Return to the owner Name of the owner: ____________________________________________

Sale

Retain for agency use Reason for retention: ___________________________________________

Forward to another entity Name of the entity: ____________________________________________

Currency release Amount: ________________ Person/entity/financial institution obtaining custody: ___________________

______________________________________________________________

Authorized/Approved by (Name): _____________________________________

Authorized/Approved by (Signature): __________________________________

Date: _____________________

Disposition pursuant to court order: Yes (attach copy) No

SAMPLE PROPERTY RELEASE TO OWNER

Case Number: _______________________________________________________ Item Number(s): _____________________________________________________

Date of Release: _____________________________________________________

Description of Property: ______________________________________________

Was property photographed? Yes No

If yes, location of photograph: __________________________________________See Minn. Stat. § 609.523, subd. 3 (recovered stolen property).

PROPERTY RELEASED TO :

Name: _____________________________________________________________ Address: _________________________________ City: ____________________

State: _______ Zip: _______________

Date of Birth: ________________ Drivers License #: ______________________

Proof of Ownership: __________________________________________________

Declaration of Ownership/Receipt of Property Released

Under penalty of perjury, I declare that I am the lawful owner of the above-described property, and I have received possession of the above-described property from the property and evidence room of the ________________Police/Sheriff’s Department.

Signature: _________________________ Date: _________________________NOTICE: Recovered stolen property with a value of more than $150.00 must be retained by the owner for at least 14 days to allow the defense attorney to examine the property. See Minn. Stat. § 609.523, subd. 4.

Released by: _______________________ Signature: _________________________________

Witnessed by: ______________________ Signature: _________________________________